Job Description

The post holder will manage the administrative processes within the Hub, overseeing the management of business processes ensuring data integrity, adhering to financial principles, policy and procedures. They will provide accurate and reliable business management information to support performance measures within the Directorate.
The purpose of this role is to lead and manage the Hub service provision to the Directorate in order to support them and their staff to deliver an efficient and effective service.

In addition to providing generalist support to the Directorate, the post holder is responsible for managing the provision of specific administration hub services, ensuring allocation of work appropriately and taking into consideration current workload, skills and knowledge of individual team members.

The post holder also undertakes a variety of specific activities and duties, for which they are held personally accountable, commensurate with their grade.

Responsibilities, Activities & Duties

The job holder will be required to carry out the following responsibilities, activities and duties:

• Manage the activity associated with the Directorate Admin Hub and the administrative staff within this area. Ensure the hub meets its requirements to provide a fully centralized administrative service to all of the groups within the Directorate.
• Manage the day to day activity and responsibilities of the Hub, ensuring that deadlines are met and work is completed accurately and assigned fairly, to include the management of the Directorate’s functional mailbox. The role includes ensuring that paperwork is complete, checked and ready for dissemination.
• Leadership, line management and development of team of staff and ensure all performance, sickness, training and other duties are transacted accordingly.
• Act as main contact point for all communications to the team. Prioritise and distribute communications to the appropriate person or relevant department.
• Oversee the receipting and logging of requests for Ministerial Briefings, responses to Parliamentary Questions (PQs) and Freedom of Information (FOI) Act requests, Treat Officials and Health Ombudsman cases, ensuring they have been returned on time.
• Complete monitoring returns for area of work.
• Prepare paperwork for checking by manager, conducting initial checks as required.
• Assist and develop local policy, procedures and practice and ensure appropriate consistency of application.
• Attend relevant meetings as and when required and provide feedback on good practice examples, to promote awareness for better and more efficient ways of working.
• Analyze and act on data collected by the Hub and produce any relevant reports to show findings.
• Ensure that data entered into local and national systems is accurate and in accordance with agreed timescales and the Data Protection Act.
• Manage the process for I-Procurement and CRS requisitioned. Act as main Directorate Administrator for Government Procurement Card (GPC).
• Monitor the Absence Contact Point reporting for the directorate and ensure procedures are adhered to and all absences are recorded accurately and in a timely manner.

The duties/responsibilities listed above describe the post as it is at present and is not intended to be exhaustive. The job holder is expected to accept reasonable alterations and additional tasks of a similar level that may be necessary. Significant adjustments may require re-examination under the Job Evaluation Scheme and shall be discussed in the first instance with the job holder.

Responsibilities

Please refer to Job Description

Behaviors

We'll assess you against these behaviors during the selection process:

• Communicating and Influencing
• Making Effective Decisions
• Managing a Quality Service
• Leadership

Benefits

• Access to learning and development
• A working environment that supports a range of flexible working options to enhance your work life balance
• A working culture which encourages inclusion and diversity
• A civil service pension
• Annual Leave
• Public Holidays
• Season Ticket Advance

Required Knowledge, Skills, and Abilities